Last revised 24 January 2022
LexSensis is a provider of services associated with e-discovery, document review and staffing solutions.
LexSensis is committed to protecting your privacy and here we explain: how we collect personal information and data (referred to in this policy as "personal information"); what we do with it; who we disclose it to; and what controls you have.
Collecting your personal information
We may collect your name, e-mail address, postal address and telephone number, details of your current and previous employment history, work performance, education and training and any other information that you decide to share with us.
There may be occasions when LexSensis will source personal information about you from an external third party (including from your previous employer and named referees included on your application form or curriculum vitae), or from other publicly available sources, such as corporate websites and professional networking sites (including LinkedIn).
Collecting sensitive information
Depending on the nature of a role applied for, we may need to collect and process sensitive personal information about you which may include information about your health (including covid vaccination certificates, details of any sick leave taken during your previous roles), details of any disability, details of any offences you have committed or are alleged to have committed and whether you are a member of any professional or trade associations. You may refuse to provide any of the sensitive personal information we request, however, this may restrict our ability to provide the recruitment or other related services you have requested.
Reasons for collecting personal information
- We collect your personal information so that we can provide our services to you, including to:
- Comply with local regulation;
- provide you with information about job vacancies and to assist you in finding a suitable position;
- maintain our business relationship, where you are a user of our website, a client or candidate;
- provide you with recruitment services - which may include career guidance and management;
- manage a temporary or contract assignment - if you are engaged by LexSensis as a temporary worker;
- inform you of events, services and possible job opportunities using contact details you have provided;
- analyse visitor trends and traffic on our websites – this information does not identify you individually;
- assist in managing our relationship with you and our clients and perform administration or operational functions;
- carry out market research, marketing analysis and satisfaction surveys;
- and direct market recruitment services to you and recruitment opportunities that we feel may be of interest, advise you of news and industry updates, events, promotions and competitions reports and other information. Where we do this you will be able to unsubscribe from such communications.
How your personal information is collected
Personal information may be obtained through our websites (e.g. when you submit your curriculum vitae or application) or via one of our recruitment consultants (when you contact them, send them your curriculum vitae or application, connect with them on LinkedIn or similar professional networking sites, or discuss a recruitment opportunity with them).
Although we do not make it compulsory to give us every item of information we ask for, the more information you volunteer (and the more accurate it is), the better we can tailor our services to your needs. If the personal information we have requested is not collected, we may not be able to provide the recruitment or other related services to you.
We may occasionally contact you with information about some of our other recruitment opportunities that we feel may be of interest to you. This will only come from LexSensis and only if you have not objected.
Disclosure of your personal information
In the course of providing our services we may need to disclose your personal information to other companies (including to trusted third parties) for the purposes for which it is primarily held or for a related or secondary purpose.
- for the purposes of providing recruitment services to you, pass your personal information to our employees or consultants and to other individuals and companies who assist us in supplying our services or who perform functions on our behalf (e.g. third parties where we have retained them to provide services that you or our clients have requested such as psychometric testing and reference/qualification checking);
- disclose or transfer your personal information to prospective employers where you are interested in an available position or where you have otherwise agreed we may disclose it;
- disclose your personal information to third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business technology systems;
- in the event of a sale, merger, liquidation, receivership or transfer of assets disclose your personal information to such third parties provided that they agree only to use your personal information for the purposes that you have provided it to us;
- disclose aggregate statistics about our site visitors and candidates in order to describe our services to prospective partners, clients and other reputable third parties and for other lawful purposes – in such cases these statistics will include no personally identifying information.
We may disclose personal information, if required to do so by law, a court order or by a regulatory authority of competent jurisdiction or if we believe that such action is necessary to protect, defend or enforce the rights of LexSensis.
Transferring your personal information across international borders
Where you are registered as a candidate on our database, your personal information may be accessible by or transferred or duplicated to our offices and consultants globally to enable them to provide you with recruitment services and for the purposes of business development, systems development and testing.
While certain of those countries may not offer a degree of protection to your personal information equivalent to that afforded by your country of residence, LexSensis will endeavour to apply equal rigour to the security of data held and processed across the whole of its global network.
Where you apply for roles with employers based outside the country from which you are applying, your personal information will be sent to employers in that country.
By submitting your personal information to us, you are agreeing to your personal details being transferred to our offices, including our international offices at the locations listed above and where you are applying for roles outside the country of application, to prospective employers in those countries.
Security and storage of personal information
Safeguarding personal information and respecting confidentiality of your information is important to LexSensis.
All information you provide to us is stored on secure servers and we will take the necessary steps, including putting in place adequate technical and organisational measures, to protect your personal information. While we have security measures in place to protect against the loss, misuse and alteration of personal information under our control we cannot guarantee that loss, misuse or alteration of personal information will not occur.
Using our websites – Internet based transfers
Given that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data on an international basis. Therefore, by browsing our website and communicating electronically with us, you acknowledge and agree to our processing of personal data in this way.
There are inherent risks in transmitting information across the internet. LexSensis cannot guarantee that the personal information you submit will not be intercepted by others when it is submitted to us over the internet.
We may collect information about your computer including where available your IP address, operating system and browser type for system administration and to analyse visitor trends and traffic on our website. This information is collected in aggregate form and does not identify individuals. It is not passed on to third parties.
Keeping our records accurate and up to date
LexSensis will review the personal information it processes to ensure that it is up to date, accurate and not held for longer than necessary for our internal processes or as otherwise required by law. Your co-operation in helping us to keep your personal information accurate by informing us of any change of name or change of address is an important part of this. If you would like to review or change the details you have supplied us with, you may do so at any time by notifying us in writing.
Your right to access personal information
You have the right to access information we hold about you. We may refuse access if it would interfere with the privacy rights of other persons or if it breaches any confidentiality that attaches to that information.
To make a request to access your personal information, you will need to outline your request in writing, verify your identity and specify what information you require. Please contact the privacy officer at firstname.lastname@example.org.
We may impose a moderate charge in providing access and the privacy officer will discuss this with you. You should also anticipate that it may take time to process your application for access as there may be a need to retrieve information from storage and review it in order to determine what information is relevant.
You also have the right to ask LexSensis to stop using your information. However, if this involves a request for deletion of your file, please be aware that we may not be required or able to do so, particularly where your file also holds information about our clients or financial information that we need to keep for periods of up to six years i.e. that relate to tax matters. Where we are unable to comply with your request, we will provide reasons.
How to make a complaint
If you believe that we have breached this policy, or any other applicable privacy or data protection laws or regulations which may apply to LexSensis, then you should make a complaint to LexSensis in the first instance. You should address your complaint in writing to the privacy officer at email@example.com, and you should include as much detail as you can about the personal information affected, and the circumstances that you believe amount to a breach of this policy or the applicable privacy or data protection law or regulation.
If you are unhappy with our response to your complaint, you have the right to make a complaint to the relevant regulatory body or privacy or data commissioner.